Motor Pool Policies and Procedures

1. Motor Pool Policies and Procedures The Evergreen State College Click to start The Evergreen State College

2. Who Can Drive? • Evergreen staff, faculty and students • Certain volunteers.

3. Driver Requirements Must have • US driver’s license (any state) • Minimum 2 years driving experience and be at least 18 years old • Relatively clean driving record. • Evergreen Use Permit

4. Driver Record Requirements • None of these offenses within the last 3 years: • Suspension/revocation of license for reckless driving, hit and run, leaving an accident scene, failure to appear, DUI or other vehicle-related felony. • Multiple traffic offenses resulting in a conditional status driving record or subsequent suspension or revocation of license. (more than 4 moving violations/infractions in 12 months or 5 in 24 months.) IF you can’t meet these criteria, you cannot drive Evergreen vehicles and you can exit this presentation by clicking on the button on the left hand side of the screen and selecting exit.

5. Evergreen Use Permits To certify to drive Evergreen vehicles, drivers must • Review the Motor Pool policies and procedures. • Complete the Quiz for the Motor Pool Policies and procedures. • Meet driving requirements. • Complete and sign the Valid License to Drive form (this form is at the Motor Pool Office in Lab II Room 1254B).

6. Use Permit Continued • Drivers of large vans must also successfully complete the large van PowerPoint and Quiz. (http://www.evergreen.edu/motorpool/motorpoolpoliciesandlargevandrivertrainings.htm) • Evergreen Use Permits are valid for two years from the issue date.

7. Use of Evergreen Vehicles Restricted to activities related to official state or college business. This includes: • Field trips • Picking up supplies for field trips, official functions or other college activities • Attending conferences • Transporting speakers, performers or people involved in college activities.

8. Do Not Use Vehicles to • Commute back and forth from home. • Run personal errands. • Transport people, such as hitchhikers, family or friends, who are not part of the activity for which the vehicle was rented. • For “side” trips, i.e. use the vehicle to visit friends while attending a conference. No friends

9. Do Not Use Vehicles cont.. • For example, you can rent a cargo van to move art exhibits from one location to another, but you can’t use it to move your personal belongings. • Be careful about letting people who are not part of your program or activity ride in the vehicle. This means that people cannot bring their children or their friends with them on a field trip – even if there are empty seats. This does not mean that the only people that can ride in the vehicle are people affiliated with the college. Vans are commonly used to transport people who are attending a campus sponsored conference or activity from the airport or their hotel.

10. Do Not Use Vehicles cont.. • And finally, be wary of using the vehicles for activities that are not directly related to the purpose of your trips. Examples include using the vehicle to go to a party off site after an athletic event or visiting friends when at a conference. • The litmus test is this: If you were to have an accident and we asked “what were you doing there?” – could you explain it in terms of your trip.

11. Welcome to TESC’s Motor Pool MP Office Dorms Gate to Facilities Yard showing Shops Building Roundabout The Motor Pool Vehicles are located in the Facilities Yard off Driftwood Rd. Driftwood is the road the runs by the dorms and back of the library. From the main college entrance, turn left on the Parkway, turn left again on Driftwood. The entrance to the yard is located on the right - about 100 yards from the intersection of Driftwood Rd and the Parkway.

12. Motor Pool Office • The Motor Pool office is located in the Lab II building, Rm 1254B. • Office hours are 8 am to noon and 1 to 4 pm, Monday thru Friday. The office is not open on Weekends, Holidays or during the lunch hour.

13. Motor Pool Services • You can check out a vehicle, make reservations, obtain or renew your use permit at the Motor Pool office. • Reserve vehicles from other sources such as the State Motor Pool

14. Vehicle Reservations • To make a reservation, call the Motor Pool office at 867-6354 or email the Coordinator. • Reservations are ‘first come, first served’. • Reservations for students must be made by faculty, S&A advisor or the athletics office.

15. Travel Authority Needed • Travel authority form must be completed beforevehicle checkout. • A travel authority is required for all trips in College or State vehicles. • Program Secretaries and Program Assistants usually prepare Travel Authority’s.

16. Vehicle Checkout • Drivers or a designated person can pick up the packet containing the trip ticket, keys, gasoline credit card and gate key at the Motor Pool office • between 8 am and noon and 1 to 4 pm. • If you need to leave before 8 am, pick up the packet the day before.

17. Trip Ticket • The person that picks up the packet, signs the Trip Ticket. If they are not the driver, they should initial the form and the actual driver should sign the yellow copy of the form. All drivers should be listed on the Travel Authority form. • If you are on a long field trip and have multiple drivers, the first driver should sign the trip ticket.

18. Trip Ticket cont…. • On the trip ticket you will see the license number of the vehicle you will be driving, the destination, the date out, the beginning odometer and the number of the gasoline credit card attached to that vehicle. • Be sure to check the beginning odometer to make sure it is correct. Correct or write it in if necessary.

19. Keys The key ring contains: • A tag with the license plate number • Key to the vehicle • Card key to the Maintenance Yard Gate. • Gasoline Credit Card Gate Key Vehicle Key License Tag ComdataGas Card

20. Where are vehicles parked? • The vehicles are parked by the fence next to the Motor Pool Garage. Motor Pool Garage TESC Vans along fence Shop Bldg

21. Drivers can leave their personal cars at the Motor Pool while they are on their trip. You can park your vehicle along the fence in back of the garage or out in the front of the Shop’s building. • If you don’t have a parking permit for one of the lots on campus – BC or Housing make sure to stop by Parking Services before leaving your vehicle in this area.

22. Driver Responsibilities As the driver, you are responsible for ensuring that Motor Pool policies are enforced. • Use the vehicles for official college purposes only. • Restrict passengers to employees, students or other people being transported in the course of official business. • Do not allow smoking or alcohol consumption in the vehicle. • Lock the vehicle when not in use • Pay any traffic or parking fines resulting from driver negligence

23. Seatbelt Use is Mandatory No one wearing seatbelts. 11 people ejected, 7 died Utah State University Sept 2005

24. Seatbelt Use is Mandatory • State law and college policy requires that everyone buckle up – before you pull away from the curb. Statistics show that the majority of people killed in 15-passenger van accidents were not wearing seatbelts. • In the accident pictured on the previous slide, the driver was speeding – at an estimated 75 miles per hour – when the left rear tire blew. The van rolled 4 times – down a ravine. Seven people were killed. All occupants were injured. No one was wearing a seatbelt.

25. Vehicle Care Responsibilities • Check oil and water levels when on overnight trips. • Please clean the mud off shoes before getting in the vehicle. Don’t put your muddy feet on the back of the seat or the dashboard. Wipe up spills. • Return vehicles on time and in a clean and presentable condition. - We expect people to clean up after themselves – remove debris and personal belongings when returning the vehicles. Using the vehicles is a privilege, not a right.

26. Vehicle Care Responsibilities cont • Items that are left in the vehicles are taken to lost and found box in the Motor Pool Office. If not claimed within a week these items are then taken to Police Services. • Notify the Motor Pool Office (360-867-6354) if the vehicle cannot be returned before 6AM on the day following your trip.

27. Comdata Credit Card The Comdata credit card issued with each vehicle can be used to purchase: • Gas. All TESC gasoline vehicles use standard, unleaded fuel. Premium fuel is not authorized. • Roadside Assistance - towing charges, key lockout, dead battery, etc.

28. To Use Comdata Card • Good at most gas stations at the pump. Cannot be used inside. • Not accepted at Gas Stations in Store Parking Lots (Safeway, Fred Meyer , Costco, etc..) • When you swipe card, you will be asked for the vehicle number • Vehicle ID is the last 4 digits of the license no. on the bottom of the card. (no letters) • Enter the odometer – no tenths. Vehicle ID =4505

29. Vehicle Operating Standards • All drivers must have their Use Permit. • No driver should drive more than 400 miles or 8 hours in a 24-hour period. • A navigator should be assigned for long trips. The navigator/driver team should be replaced at least every 4 hours. • College vehicles should not be driven all night even if you have multiple drivers

30. Vehicle Operating Standards • Motor Pool operating standard have been designed to promote safety. • Statistics show that drowsiness or fatigue of the operator have been implicated in over 40% of all serious accidents. • Studies also show that the most dangerous hours for drowsiness are between midnight and 6 am. • For these reasons, college policies prohibits drivers from driving after 11 PM unless you are returning home and will arrive by 3 AM.

31. Vehicle Return • You do not need to refuel Evergreen vehicles before returning. • Park the vehicle in the vehicle return area next to the gas pumps in the Facilities yard. Van Return Area

32. Vehicle Return after 4:30 • Maintenance yard gate will be locked. Just pass gate card key in front of card reader. The gate will open and close behind you. • To leave the motor pool, drive up to the gate on the left hand side. There is a sensor in the ground that will open the gate. You do not need a key to leave the compound. The gate will close automatically after you exit. Pedestrian Gate Card reader

33. Vehicle Return Continued • Enter the return date and ending odometer on the Trip Ticket. • Note any problems with the vehicle on the Trip Ticket under the “Remarks” area. End Odometer Return Date Remarks

34. Vehicle Return Continued • Remove garbage and personal belongings. Turn off lights. Check the dome lights. (Dome Lights left on cause dead batteries) Lock all windows and doors. • Place the keys, gas receipts and your copy of the Trip Ticket in the drop box located near the gas pumps. Key Return

35. Delayed Return • If the vehicle cannot be returned as scheduled, notify the Motor Pool office at 360-867-6354. • If the office is closed, leave a voice mail explaining where the vehicle is and when it will be returned. • Vans need to be returned before 6AMthe following day so that Garage staff can clean and service them before they go out again that day.

36. Repairs/Breakdowns • Call NAC Fleet Rescue for roadside assistance or towing. Use the Comdata card to pay for the service. Contact Information Is on the Yellow and Black stripped card in the vehicle packet that comes with the key. • For major repairs, contact the Motor Pool office for information on how to proceed. • If the Motor Pool office is closed, contact Police Services at 867-6000. They will contact the appropriate Motor Pool employee who will call you back with instructions on what to do.

37. Accidents • Stop immediately. If there aren’t any serious injuries, move your vehicle off the road and turn off the ignition. • Remove the Accident Package from the glove compartment and follow the steps on the outside of the package. • Report all accidents to the TESC Motor Pool office. • Complete an accident report.

38. Who Pays for Accident Related Costs? • College if the driver is at fault while operating the vehicle in good faith on official college business. No gross negligence involved. • Washington State Self Insurance program pay for damage to property or injuries. No comprehensive insurance. • Budgetary unit that rents the vehicle pays repair or replacement cost if College driver was at fault.

39. When is Driver Liable? • Drivers have potential liability if gross negligence wasinvolved in the accident • Reckless driving • Excessive speed • Drugs/alcohol involved • OR if the vehicle was being used for Personal Unofficial purposes

40. Emergency Information • Call the Motor Pool office at 360-867-6354 during normal working hours. • After hours, on weekends or holidays, contact Police Services at 360-867-6000. • Remember, the Motor Pool office telephone number is on your trip ticket. Police Services can be reached via the main campus number. Their number is listed on the accident package that should be in the glove compartment of every vehicle.

41. TESC Vehicle Use Permit Quiz 1) Which of the following are legitimate uses of a college vehicle? • To attend an academic conference • To purchase supplies for an academic field trip • To buy a gift for your children while at an out of town meeting.

42. Answer 1) Which of the following are legitimate uses of a college vehicle? • To attend an academic conference • To purchase supplies for an academic field trip • To buy a gift for your children while at an out of town meeting.

43. Quiz - #2 Is it okay to let students bring their children on a trip if they don’t have childcare? • Yes • No

44. Answer #2 Is it okay to let students bring their children on a trip if they don’t have childcare? • Yes • No

45. Quiz #3 If your class is going to Seattle to attend a concert and the van is not full, would it be okay to allow students to bring their friends or significant others along? • Yes • No

46. Answer #3 3) If your class is going to Seattle to attend a concert and the van is not full, would it be okay to allow students to bring their friends or significant others along? • Yes • No Again, only people that are part of the group that rented the van should be in the vehicle.

47. Quiz #4 To be eligible to drive a van, drivers cannot have had a ticket for speeding within the last 3 years? • True • False

48. Answer 4 To be eligible to drive a van, drivers cannot have had a ticket for speeding within the last 3 years? • True • False

49. Quiz #5 5) The driver is responsible for which of the following? (Check all that are correct) • Paying traffic or parking fines • Cost of repairing the vehicle damaged in an accident • Refueling the vehicle before returning • Entering the ending odometer on the Trip Ticket when the vehicle is returned • Notifying the Motor Pool if the vehicle cannot be returned on time. • Washing and vacuuming the van before returning • Making sure all passengers wear seatbelts.

50. Answer #5 The driver is responsible for which of the following? • Paying traffic or parking fines • Cost of repairing the vehicle damaged in an accident • Refueling the vehicle before returning • Entering the ending odometer on the Trip Ticket when the vehicle is returned • Notifying the Motor Pool if the vehicle cannot be returned on time. • Washing and vacuuming the van before returning • Making sure all passengers wear seatbelts.